Absence Management Specialist (Hybrid)

Boston Medical Center (BMC); Boston (MA); On-site; USD 28,929 - 41,328; Full time

Job summary

Boston Medical Center (BMC) in Boston, MA seeks an Absence Management Specialist to expertly handle all aspects of employee leave, including FMLA, PFML, STD, and ADA. The role requires two in-office days per week and a hybrid schedule, with a strong focus on compliance, data accuracy, and customer service.

The ideal candidate will have 1-2 years’ experience in Absence Management, excellent communication skills, and the ability to coordinate with HR, payroll, and vendors to support employees

Qualifications

• 1-2 years’ experience with Absence Management.
• Associate’s degree in human resources or related discipline (or equivalent years of experience).
• Strong understanding of benefits and payroll principles and practices, disability plan administration, paid time off, FMLA, PFML, STD, ADA, and other applicable regulations.
• Excellent communication skills including strong oral, written and presentation skills.
• Ability to coordinate and provide direction to vendors, insurers, and third party administrators.
• Proficiency in HRIS and Microsoft Office tools.

Responsibilities

• Ensure compliance with absence management duties per policy and leave laws.
• Investigate claim issues and provide resolution within guidelines.
• Code system fields with correct financial, diagnosis, and duration information.
• Coordinate with departments to ensure claims transition or timely return to work.
• Document leave updates in UKG Leave Case for accuracy.
• Contribute to customer service, quality and performance objectives.
• Engage in trainings to stay current with leave management practices.
• Update Leave Cases with Case Managers and complete PFML forms.
• Support approval/denial process based on medical information.
• Work with employees and managers on leave and return-to-work options.

Skills

FMLA & PFML knowledge

Benefits & payroll principles

Disability plan administration

Excellent communication skills

HRIS proficiency

Microsoft Office proficiency

Education

Associate’s degree in human resources

Tools

Microsoft Word/Excel/Outlook

Job description

Position Summary

The Absence Management Specialist is to provide excellent customer service to employees regarding all aspects of absence management. This position is a subject matter expert regarding all types of employee’s leave of absence, including Short Term Disability, FMLA, MMLA, ERISA, FLSA and ADA, etc. The ideal candidate will demonstrate a high level of professionalism, possess the ability to work well in a fast-paced environment and the flexibility to easily adapt to changing priorities. This role requires two full days in-office.

Position Summary

The Absence Management Specialist is to provide excellent customer service to employees regarding all aspects of absence management. This position is a subject matter expert regarding all types of employee’s leave of absence, including Short Term Disability, FMLA, MMLA, ERISA, FLSA and ADA, etc. The ideal candidate will demonstrate a high level of professionalism, possess the ability to work well in a fast-paced environment and the flexibility to easily adapt to changing priorities. This role requires two full days in-office.

Position: Absence Management Specialist

Department: Human Resources

Schedule: Full Time (Hybrid)

Onsite Requirement: 2 Days Per Week

Essential Responsibilities / Duties

• The Absence Management Specialist ensures and supports completion of compliance related duties in accordance with company policy, state and federal leave laws
• Investigates claim issues providing resolution within departmental and regulatory guidelines
• Accurately codes all system fields with correct financial, diagnosis and duration information
• Coordinates with other departments to ensure appropriate claims transition or facilitates timely return to work
• Document leave updates in UKG Leave Case ensuring accuracy
• Actively contributes to, and maintains, customer service, quality and performance objectives
• Proactively engages in departmental trainings to remain current with all leave management practices
• The Absence Management Specialist will work with Case Managers to update Leave Cases and complete PFML Forms
• Supports the approval/denial process for employee’s leave cases based on relevant medical information
• Works with the employee’s leave team to ensure proper management of all administrative aspects of leave claims to include: tracking hours used/taken; return to work data; file reviews and working closely with the Managers, HR and Payroll to ensure that key dates, details and status for employee’s are accurate and correct
• Counsels and assists employees from the initial application process through return-to-work or separation procedure. Explains employees their rights and responsibilities. Provides all necessary documents. Contacts employees or healthcare provider’s to gather and clarify information during the interactive dialogue or return to work process. Provides assistance with wage replacement.
• Develops strong working relationships with various internal and external partners including the medical community, Occupational Health, EAP, payroll, legal and others to ensure accurate, efficient, and timely leave administration.
• Actively manages all tasks in absence management system to ensure completion within appropriate timeframes. Ensure accurate status in LOA, Payroll and HRIS systems. Ensures accurate, timely and professional legal recordkeeping and documentation within the absence management system and all communication tools.
• Responsible and accountable for maintaining and protecting Personal Health Information (PHI) of employees.
• Provides excellent customer service. Answers questions for employees regarding absence and leave policies, programs, and transactions.
• Works with department to investigate, mediate, and resolve complex issues or employee disputes with carriers.
• Works with employees to ensure that return-to-work and end-of-employment processes are appropriately managed. Works with employee’s manager regarding leave and return to work options, in coordination with Employee Relations and Occupational Health.
• Assist in developing new and revised processes, procedures and template letters or forms related to leave of absence

General

• Adheres to department and hospital standards, including the following:
• Adapts to changes in the departmental needs including but not limited to: re-prioritizing assignments, assisting other areas during the times of high work volumes, staffing shortage, etc.
• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilizes hospital’s behavioral standards as the basis for decision making and to support the department and the hospital’s mission and goals.
• Follows established hospital infection control and safety procedures.
• Perform other duties and projects as assigned

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

Education

• Associate’s degree in human resources or related discipline (or equivalent years of experience in the field)

Experience

• 1 -2 years’ experience with Absence Management

Knowledge And Skills

• Strong understanding of benefits and payroll principles and practices, disability plan administration, paid time off, FMLA, PFML, STD, ADA, and other applicable federal and state regulations.
• Excellent communication skills including strong oral, written and presentation skills.
• Ability to coordinate and provide direction to vendors, insurers, and third party administrators.
• Proven technical expertise in absence management - to include tracking FMLA, workers' compensation, short- and long-term disability.
• Effective multitasking skills in a high volume, fast paced, team-oriented environment.
• Strong decision-making capabilities and ability to resolve issues in a logical and timely manner.
• Computer and HRIS skills. Proficiency in the use of Microsoft Word, Excel and Outlook.
• Ability to work independently, use good judgement and complete assignments on time
• Ability to handle difficult employment issues in a professional manner

Compensation Range

$21.39- $30.05

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE

This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans